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Texas A&M University - Corpus Christi Fiscal Affairs. Welcome to our World. Texas A&M University - Corpus Christi. Accounting Services. Who we are and what we do. Accounting Services. Accounting. Accounting Who We Are. Director of Accounting Assistant Director (thru 1/09) - PowerPoint PPT Presentation
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Welcome to our World. . .Welcome to our World. . .
Texas A&M University - Texas A&M University - Corpus ChristiCorpus ChristiFiscal AffairsFiscal Affairs
Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi
Accounting Services Accounting Services
Who we are and what we do . . .Who we are and what we do . . .
Accounting ServicesAccounting Services
Comptroller
Asst Director of Accounting(temp thru Jan 1, 2009)
A/P Manager(details on a later slide)
Director of Accounting (details on a later slide)
Accountant II (temp thru Jan 1, 2009)
Accounting Assistant III Invoicing and IDTs
Students
AccountingAccounting
Director of Accounting
Accountant III Banking Services
Accountant III Student Financial Services
Accountant IIIAthletics
Accountant IIFixed Assets
Accountant IIGrants and Contracts
Accounting Asst II
Imaging and Reconciliation
Accounting Asst I
Batching and Data Entry
Accounting Asst III
Banking
AccountingAccountingWho We Are . . .Who We Are . . .
Director of AccountingDirector of Accounting Assistant Director (thru 1/09)Assistant Director (thru 1/09) Five AccountantsFive Accountants
– AthleticsAthletics– BankingBanking– Fixed AssetsFixed Assets– GrantsGrants– Student AccountingStudent Accounting
Four Accounting AssistantsFour Accounting Assistants Four Student EmployeesFour Student Employees
AccountingAccountingWhat We Do . . .What We Do . . .
Financial ReportingFinancial Reporting– Annual Financial ReportAnnual Financial Report– Equality in AthleticsEquality in Athletics– NCAA FinancialsNCAA Financials– THECB reportingTHECB reporting– NSF reportingNSF reporting– IPEDSIPEDS– Numerous othersNumerous others
AccountingAccountingWhat We Do . . .What We Do . . .
Banking ServicesBanking Services– Management of the University’s Management of the University’s
banking relationshipsbanking relationships– 14 Local Bank Reconciliations14 Local Bank Reconciliations– 16 State Bank Reconciliations 16 State Bank Reconciliations
(Current Appropriations only)(Current Appropriations only)
AccountingAccountingWhat We Do . . .What We Do . . .
Accounting for fixed assetsAccounting for fixed assets Texas Connection ConsortiumTexas Connection Consortium Accounting for Student Financial Accounting for Student Financial
ServicesServices– Tuition RemittanceTuition Remittance– Waivers and ExemptionsWaivers and Exemptions– Drawdowns of federal financial aid Drawdowns of federal financial aid
AccountingAccountingWhat We Do . . .What We Do . . .
Grant and contract accountingGrant and contract accounting Accounting for AthleticsAccounting for Athletics
AccountingAccountingWhat We Do . . .What We Do . . .
Accounting transactions and Accounting transactions and correctionscorrections– 72,911 accounting entries processed 72,911 accounting entries processed
in 2007in 2007
AccountingAccountingWhat We Do . . .What We Do . . .
FAMIS Security FAMIS Security – Number of unique active FAMIS users CC = 15Number of unique active FAMIS users CC = 15
FRS (Financial Records) - 448FRS (Financial Records) - 448 AFR (Annual Report) - 7AFR (Annual Report) - 7 FFX (Fixed Assets) - 14FFX (Fixed Assets) - 14 SPR (Sponsored Research) - 16SPR (Sponsored Research) - 16
AccountingAccountingWhat We Do . . .What We Do . . .
Provide accounting services to Provide accounting services to university community university community – 125 departments125 departments– 1752 G/L accounts1752 G/L accounts– 2238 S/L accounts2238 S/L accounts
Provide training to university Provide training to university communitycommunity– Guidelines for Disbursement of FundsGuidelines for Disbursement of Funds– FAMIS Access FAMIS Access – CanopyCanopy
AccountingAccountingWhat We Do . . .What We Do . . .
USAS (Uniform USAS (Uniform Statewide Statewide Accounting Accounting System) System)
Accounts Payable Accounts Payable DepartmentDepartment
A/P Manager
Travel Coordinator
A/P Spec IV A/P Spec II
A/P Spec II
A/P Spec IIIA/P Spec IIIA/P Spec III
Students
Accounts Payable Accounts Payable Who We Are . . .Who We Are . . .
One Accounts Payable ManagerOne Accounts Payable Manager Six Accounts Payable SpecialistsSix Accounts Payable Specialists One Travel CoordinatorOne Travel Coordinator Two Student EmployeesTwo Student Employees
Accounts Payable Staff has over Accounts Payable Staff has over 168 years of Accounting/Accounts 168 years of Accounting/Accounts Payable Experience collectively!!!Payable Experience collectively!!!
Accounts PayableAccounts PayableWhat We Do . . .What We Do . . .
Process payments for the universityProcess payments for the university– 42,529 vouchers processed in FY 200642,529 vouchers processed in FY 2006– 39,013 vouchers processed in FY 200739,013 vouchers processed in FY 2007
Accounts PayableAccounts PayableWhat We Do . . .What We Do . . .
Maintain all vendor records for Maintain all vendor records for the university the university – FAMISFAMIS– TINS TINS
Research problem Research problem invoices/statementsinvoices/statements
Inform University community Inform University community about state rules thru training about state rules thru training and newslettersand newsletters
Accounts PayableAccounts PayableWhat We Do . . .What We Do . . .
Binding Encumbrance Binding Encumbrance reportingreporting
BE-125 reportingBE-125 reporting 1099 reporting1099 reporting 1042 reporting1042 reporting
Accounts PayableAccounts PayableWhat We Do . . .What We Do . . .
Travel ServicesTravel Services– Audit and review all travel vouchers Audit and review all travel vouchers
and DCBA travel card expenditures and DCBA travel card expenditures for faculty and stafffor faculty and staff
– Manage DCBA travel card programManage DCBA travel card program– Assist University Community with Assist University Community with
travel related issues thru training travel related issues thru training and Travel Waves newsletterand Travel Waves newsletter
Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi
Purchasing and Central Purchasing and Central ReceivingReceiving
WHO WE AREWHO WE ARE
Purchasing Purchasing
Director of PurchasingDirector of Purchasing Asst. Purchasing DirectorAsst. Purchasing Director Two BuyersTwo Buyers Hub CoordinatorHub Coordinator Contract CoordinatorContract Coordinator Purchasing Assistant IV – Procurement CardPurchasing Assistant IV – Procurement Card Purchasing Clerk IV - HelpdeskPurchasing Clerk IV - Helpdesk Administrative AssistantAdministrative Assistant
WHO WE AREWHO WE ARE
Central ReceivingCentral Receiving
Warehouse/Property OfficerWarehouse/Property Officer
Asst. Warehouse SupervisorAsst. Warehouse Supervisor
Shipping/Receiving CoordinatorShipping/Receiving Coordinator Shipping/Receiving ClerkShipping/Receiving Clerk Student EmployeesStudent Employees
WHAT WE DOWHAT WE DO
Procurement of goods and servicesProcurement of goods and services
Contract ManagementContract Management HUB reportingHUB reporting InventoryInventory Receiving and delivery of ordersReceiving and delivery of orders Purchasing Card Purchasing Card
Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi
Payroll DepartmentPayroll Department
TEXAS A&M UNIVERSITY-TEXAS A&M UNIVERSITY-CORPUS CHRISTICORPUS CHRISTIPAYROLL DEPT.PAYROLL DEPT.
S tu de n t E m p lo y e es
P a y r o ll S p e cia lis t II P a y r o ll S p e cia lis t I P a y r o ll S p e cia lis t I
A ss is ta n t P a y r o llM a na g er
P a y r oll M an a g er
Payroll DeptPayroll DeptWhat Do We Do?What Do We Do?
Process Monthly and Biweekly Process Monthly and Biweekly PaychecksPaychecks
Quarterly and Annual Gov’t Reports Quarterly and Annual Gov’t Reports for Payrollfor Payroll
W-2’s W-2’s Payroll Training for Campus Payroll Training for Campus
CommunityCommunity Process PTR’s for new employees Process PTR’s for new employees
and all changes in payroll for and all changes in payroll for existing employeesexisting employees
Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi
Budget DepartmentBudget Department
TEXAS A&M UNIVERSITY-TEXAS A&M UNIVERSITY-CORPUS CHRISTICORPUS CHRISTIBUDGET DEPT.BUDGET DEPT.
A c c o u nta n t II A c c o u nta n t II B u d ge t Sp e c ialis t I
D ir e c to r o f B u d g e ts
BudgetBudgetWhat Do We Do?What Do We Do?
BUDGETBUDGET Prepare and monitor University Prepare and monitor University
Operating BudgetOperating Budget Prepare Legislative Appropriations Prepare Legislative Appropriations
Request (LAR)Request (LAR) Process Budget Transfer forms and Process Budget Transfer forms and
fiscal request formsfiscal request forms Provide budgeting assistance to Provide budgeting assistance to
departmentsdepartments Set up budgets for new accountsSet up budgets for new accounts
Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi
Student Financial ServicesStudent Financial Services
Student Financial ServicesStudent Financial Services Who are we?Who are we?
A d m in is tra tive A ssis ta n t
S tu de n t A ss ista n ts
A ccou n ting A ss is tan t III A ccou n ting A ss is tan t III
A ccou n ts R e ce iva b le M a na g er
B u rsa r S e rv ice R ep B u rsa r S e rv ice R ep
B u rsa r S e rv ice R ep B u rsa r S e rv ice R ep
B u rsa r S e rv ice R ep S tu de n t A ss ista n ts
C a sh O pe ra tio n s M a na g er
B u rsar
Student Financial Services Student Financial Services What We Do. . .What We Do. . .
Accounts Accounts ReceivableReceivable
Student Student Accounts/Cash Accounts/Cash OperationsOperations
Accounts ReceivableAccounts Receivable
BillingsBillings CollectionsCollections Exemptions/WaiversExemptions/Waivers Emergency LoansEmergency Loans Installment Plans Installment Plans Return ChecksReturn Checks
Student Accounts/Cash Student Accounts/Cash OperationsOperations
Payment ProcessingPayment Processing Departmental DepositsDepartmental Deposits Phone BankPhone Bank
Student Accounts/Cash Student Accounts/Cash OperationsOperations
RefundsRefunds– ChecksChecks– Direct DepositsDirect Deposits
Petty Cash & Travel Advance Petty Cash & Travel Advance DisbursementsDisbursements
Bank DepositsBank Deposits
Questions?Questions?